Administrative Manager
Location: US, KY, Louisville
Department: Client Services
Salary range: 30000-42000
Employment type: Full-time
Required experience: Associate
Required education: Professional
Industry: Financial Services
Function: Administrative

Company profile:

Job description:
This position is a full-time, salaried position with a generous benefits package and the potential for individual and company performance-based bonuses.The Administrative Manager (Admin) will perform a wide range of reception and administrative duties in addition to providing operational support for the company’s VP of Client Service. As a skilled communicator, the Admin must be able to exercise good judgment and discretion in a variety of situations with internal and external constituencies. Above all other duties and responsibilities, the administrative professional selected for this position will be responsible for promoting a culture of delightful service that reflects the high standards of professionalism and care our clients and stakeholders deserve.The Admin will often be the first person at the firm with whom each client and team member interacts every day so, in addition to a high level of experience in administrative support, professionalism and a positive attitude are essential. The ability to work an extended work day as needed plus a high comfort level with mobile communications are also expected.Due to the high volume of responses, only candidates selected for advancement in the process will be contacted by email.DUTIES AND RESPONSIBILITIES:- Maintain professional atmosphere in the company’s lobby and in the overall office- Provide support for company HR functions (mail forms, initiate background checks, maintain  employee contact list, coordinate new employee orientation)- Serve as the point of contact for the company’s landlord and vendors- Maintain office supplies, conduct periodic price comparisons- Manage logistics for internal and external meetings, including scheduling, catering, meeting room and presentation preparation- Process invoices and expenses promptly- Answer, screen and route incoming calls, resolving client needs independently when possible- Make travel arrangements for employees, maximizing the use of rewards programs to control expenses- Maintain separate filing system for company records and client records- Handle incoming and outgoing mail- Prepare outgoing correspondence, prepare and edit drafts of letters and presentations- Coordinate employee and conference room calendars, anticipate needs and scheduling conflicts- Prepare reports containing highly confidential information for internal and external meetings- Maintain company disaster recovery plan- Perform client service and operations support as needed- Monitor continuing education, compliance and regulatory training requirements for all employees

Requirements:
QUALIFICATIONS- 5 years of related experience required, 10+ years preferred- Experience in client/customer service required, financial service experience preferred- College degree preferred KNOWLEDGE / SKILLS- Demonstrates integrity and a sense of purpose- Exceptional verbal and written communication skills- Strong interpersonal skills, the ability to build relationships with stakeholders, internal and external- Proven ability to provide exceptional client service and handle confidential information with discretion- Highly effective time management and organizational skills- Remains calm and professional under pressure- Has a “can-do” attitude, thinks like an owner- Able to prioritize and execute multiple tasks while performing with accuracy and thoroughness- Resourceful with strong problem-solving skills, looks for a way to get to “yes” rather than immediately accepting or delivering “no”- Highly detailed- Self-motivated, able to work with minimal direction, proactively seeks opportunities to contribute to the team- Actively seeks opportunities for improvement, proposes solutions- Proficient in mobile communication and remote computing- Proficient in Microsoft Office applications (Word, Excel, PowerPoint)

Benefits:
- Full-time, salaried position- Potential for quarterly individual-based and annual company-based performance bonuses- Firm-paid premiums for medical, dental and vision insurance. 100% of premiums covered for employees.- Paid vacation and sick days- Firm-paid monthly health and wellness allowance- Firm-paid parking